I was talking with a friend of mine the other day who was promoted into a leadership position within her company. She stated that she loved the team she had inherited and was impressed with their talent and enthusiasm. She did, however, want to make some changes regarding some general policies like work hours, cell phones, and dress code. She asked if I had ever worked with anyone in a similar situation and I told her yes, I had worked with leaders who made changes unsuccessfully and those who did it right. There are several things a new leader can do to help make the process easier and better for the organization.
1. Avoid across-the-board policy ultimatums. I once knew a leader who was hired into a new company where he wanted to make some changes. He came in with a list of changes, stated that the policies had worked better at his "former company" and that employees better follow them asap, or else. You can imagine the response. There was quite a bit of behind-the-back grumblings of "He doesn't know how things are done here," "Who does the think he is?" and some other choice phrases I won't repeat. Needless to say, there was immediate push back and the employees responded with defensiveness, sullenness, and the impression that this new person was going to make their lives miserable.
2. Hold a Meeting to Gain Buy-in. Employees want to know what is happening and why. Most important, they want to know the WIIFM - what's in it for me? When introducing a new policy change, like dress code, for example, first allow the team to see the benefits of the changes. This can be done by asking the team to make a list of the benefits of the change (people can easily identify employees, customer trust and respect, professional environment, consistency) and another list of the benefits of the current policy (we like it, it is comfortable). Make sure you have a list of the benefits on hand to introduce into the discussion. If the change is volatile or technical, bring the group together and give them the reasons for the change and the expected benefits. People like to know the purpose of a new policy and the gains it will bring to the team, the company, and the customers.
3. Get Employees Involved. If possible, solicit employee input into the change process. If it is a small group, meet with everyone; if it is a large company, get volunteers from each department to represent the area. Ask for ideas and implementation strategies. Using the example of dress code, get input on what will be most advantageous for creating the appropriate environment for customers? In some businesses, a suit may be required, while others may call for business casual. Define specifics up front. Are sleeveless tops acceptable? What about shoes? Are there specific items people should not wear? Be creative to gain employee support. Discuss the idea of "casual Friday." Would this work every Friday? Once a month? What about a casual day linked to a charity? (When anyone who donates $5 can wear jeans on an appointed day. This is a great way to build a team through community involvement). Whatever the issue, large or small, employees will be more committed to the change if they took part in the solution.
4. Communicate and Over Communicate. People want to know what is going on before, during and after a change. Always share the information that you know along the way. Use meetings, e-mail, conferences, and memos to be sure new information is communicated clearly throughout the process. Publish the new policy in the employee handbook and make sure that current employees get a copy. Make sure supervisors and managers know the policy and are prepared to support it with their direct reports.
5. Celebrate Success. With any change, it is a good idea to celebrate the small successes along the way. A new computer system may allow someone to process an order more quickly. Be sure to point this out. A new dress code may cause a customer to comment on how professional the team looks. Publish the comment in the newsletter. A new flex schedule may permit two people get more done in less time. Document the success and thank the team. Reinforcing the gains from new policies allows employees to see the results of their hard work and inspires them to continue their efforts going forward.
Using strategies like these will help you implement new ideas that are good for you, the employees, and the company!
Friday, October 31, 2008
Thursday, June 26, 2008
There is no "I" in Team and Other Teambuilding Musings
We are all members of some type of team. It can't be avoided. Even people who enjoy flying solo have some ties to other humans somewhere along the way. There are work teams, family teams, sports teams, clubs, societies and religious organizations. No matter what type of team we are on, there will be challenges along the way. Why? Because we are human. We all have different behavior styles and communication patterns and although these things bring creativity, energy, development and talent to a team, they also bring conflict.
So what makes up a good team? There are several important factors in a high performing team. Some include:
A Clear Purpose and Goals - Without goals, the team has no focus. So, a team needs a mission or vision that is defined and accepted by everyone. The process of goal setting in itself can be a team building exercise. This is where people can share ideas, learn about one another and create a shared vision that all are excited about achieving.
Clear Decision Making Processes - How decisions are made is often just as important to a team as the decisions themselves. Is the decision one that needs to be made by authority? Is it one that can be decided through collaborative team effort? Are there specific choices the team can decide upon? It is a good idea, in many situations, to allow the team to reach consensus on decisions so there is team "buy in." This is not appropriate in some instances, like an urgent situation or emergency. However, if possible, see if your team can agree to support decisions, even if they don't agree with them.
Open Communication - This is the stumbling block for many teams. Encourage frequent positive and constructive feedback among team members, in both structured and and informal settings. Be sure to celebrate wins and address concerns when they arise. Conflict avoidance is not healthy. If conflicts arise, deal with them immediately and with respect. Create an environment where people feel safe to share their feelings on tasks as well as the group's operation.
Full Participation - Just like communication, participation is needed by all team members. Some people feel less comfortable sharing or bringing new ideas to the team, while others love to contribute. This can cause friction on a team if some members do not feel work is shared equally. The key here is to create an environment in which everyone feels safe to share their ideas and to make contributions, no matter how large or small, to the team vision. This may take some work at the onset. One way to get team input is to hold "round robin" sessions in which everyone contributes one concrete idea or solution. Start this process with non-threatening topics (how should we celebrate our sales goal?) to build trust. Always accept ideas from team members with respect.
Clear Roles and Responsibilities - Make sure everyone is clear on who is doing what and who is responsible for each task. It is also important that individual team members understand how their individual tasks contribute to the larger vision or goal of the team. Knowing how they can make a difference motivates team members to perform at their highest levels.
Diversity of Styles - Teams are made up of individuals who bring individual styles, skills and behaviors to the group. Understanding differences is the first step. This can be done through targeted discussions or through behavior style assessments such as DISC or Keirsey Style Dimensions (I love the versatility of the DISC assessment and use it frequently to help build high performing teams). Once team mates understand one another, they can learn to communicate and work efficiently and in harmony. The diversity of personalities and ideas is truly the strength of a team.
Whether you are playing with your family, the Boy Scouts or your CEO, these tips should help pave the way to high performance. What are your success tips for building a successful team?
So what makes up a good team? There are several important factors in a high performing team. Some include:
A Clear Purpose and Goals - Without goals, the team has no focus. So, a team needs a mission or vision that is defined and accepted by everyone. The process of goal setting in itself can be a team building exercise. This is where people can share ideas, learn about one another and create a shared vision that all are excited about achieving.
Clear Decision Making Processes - How decisions are made is often just as important to a team as the decisions themselves. Is the decision one that needs to be made by authority? Is it one that can be decided through collaborative team effort? Are there specific choices the team can decide upon? It is a good idea, in many situations, to allow the team to reach consensus on decisions so there is team "buy in." This is not appropriate in some instances, like an urgent situation or emergency. However, if possible, see if your team can agree to support decisions, even if they don't agree with them.
Open Communication - This is the stumbling block for many teams. Encourage frequent positive and constructive feedback among team members, in both structured and and informal settings. Be sure to celebrate wins and address concerns when they arise. Conflict avoidance is not healthy. If conflicts arise, deal with them immediately and with respect. Create an environment where people feel safe to share their feelings on tasks as well as the group's operation.
Full Participation - Just like communication, participation is needed by all team members. Some people feel less comfortable sharing or bringing new ideas to the team, while others love to contribute. This can cause friction on a team if some members do not feel work is shared equally. The key here is to create an environment in which everyone feels safe to share their ideas and to make contributions, no matter how large or small, to the team vision. This may take some work at the onset. One way to get team input is to hold "round robin" sessions in which everyone contributes one concrete idea or solution. Start this process with non-threatening topics (how should we celebrate our sales goal?) to build trust. Always accept ideas from team members with respect.
Clear Roles and Responsibilities - Make sure everyone is clear on who is doing what and who is responsible for each task. It is also important that individual team members understand how their individual tasks contribute to the larger vision or goal of the team. Knowing how they can make a difference motivates team members to perform at their highest levels.
Diversity of Styles - Teams are made up of individuals who bring individual styles, skills and behaviors to the group. Understanding differences is the first step. This can be done through targeted discussions or through behavior style assessments such as DISC or Keirsey Style Dimensions (I love the versatility of the DISC assessment and use it frequently to help build high performing teams). Once team mates understand one another, they can learn to communicate and work efficiently and in harmony. The diversity of personalities and ideas is truly the strength of a team.
Whether you are playing with your family, the Boy Scouts or your CEO, these tips should help pave the way to high performance. What are your success tips for building a successful team?
Friday, April 25, 2008
Anger: What Should I Do About It?
Today we had a discussion about anger and what to do about getting angry. It is often called "anger management" and as a follow up to my thoughts on "time management," I wonder if the reason so many people get angry is due to lack of time . . . hmm. . . ?
Here, I will discuss my strategies for responding to my own anger, not anger in others.
First, I have to recognize that anger is a part of the survival mechanism of all human beings, so we really can't avoid it. We also can't really manage it; what we can do is manage our reactions to it. Anger, as an emotion, varies in intensity from mild irritation to rage. How do we respond to these varying degrees?
Anger itself really is not the issue. Anger is an emotion we all have and we have to recognize that (in ourselves and others). Anger becomes a problem when it is demonstrated through hostility (an attitude of ill will synonymous with cynicism, mistrust and paranoia) or aggression (a set of behaviors such as throwing, kicking, spreading rumors or ignoring that are directed at injuring or punishing others). It is these behaviors that need to be avoided.
We may feel anger as a result of fear, hurt, apprehension, depression, guilt, embarrassment or many other emotions. These are just some examples. Some others are feeling displaced, frustration, revenge, tension and loss of composure. Knowing the feeling underneath that is driving the anger is the first real step towards making your anger work for you. Ask yourself,
"What is your anger trying to tell you?" Are you suffering from depression? Are you too stressed? Is your life out of balance? Answering these questions may help you discover the source of your anger.
There are three main ways of dealing with anger: expressing, suppressing and calming. Expressing anger is considered to be the healthiest way to manage anger. Calming helps your body restore equilibrium. Suppressing anger (not good!) can lead to: high blood pressure, insomnia, TMJ, headaches, and grinding your teeth. So what should I do?
There are two things I like to do with my anger. The first revolves around managing my personal reactions to anger and the second has to do with channelling the anger into productive behavior.
Regarding managing my anger, there are several techniques I employ:
In order to do this effectively, I have to acknowledge my anger, accept that problems can be solved, try to look at the situation from the other person's perspective and hold a two-way conversation with the individual involved (if another person triggered my anger).
How do I hold that productive conversation? First, I need to listen before I talk. This is really a great communication skill in general. Second, I need to say what I mean (without malice). Finally, I have to choose constructive behaviors. That's right. My reaction to my anger is my choice, my responsibility. Some things to facilitate this constructive discussion include:
Here, I will discuss my strategies for responding to my own anger, not anger in others.
First, I have to recognize that anger is a part of the survival mechanism of all human beings, so we really can't avoid it. We also can't really manage it; what we can do is manage our reactions to it. Anger, as an emotion, varies in intensity from mild irritation to rage. How do we respond to these varying degrees?
Anger itself really is not the issue. Anger is an emotion we all have and we have to recognize that (in ourselves and others). Anger becomes a problem when it is demonstrated through hostility (an attitude of ill will synonymous with cynicism, mistrust and paranoia) or aggression (a set of behaviors such as throwing, kicking, spreading rumors or ignoring that are directed at injuring or punishing others). It is these behaviors that need to be avoided.
We may feel anger as a result of fear, hurt, apprehension, depression, guilt, embarrassment or many other emotions. These are just some examples. Some others are feeling displaced, frustration, revenge, tension and loss of composure. Knowing the feeling underneath that is driving the anger is the first real step towards making your anger work for you. Ask yourself,
"What is your anger trying to tell you?" Are you suffering from depression? Are you too stressed? Is your life out of balance? Answering these questions may help you discover the source of your anger.
There are three main ways of dealing with anger: expressing, suppressing and calming. Expressing anger is considered to be the healthiest way to manage anger. Calming helps your body restore equilibrium. Suppressing anger (not good!) can lead to: high blood pressure, insomnia, TMJ, headaches, and grinding your teeth. So what should I do?
There are two things I like to do with my anger. The first revolves around managing my personal reactions to anger and the second has to do with channelling the anger into productive behavior.
Regarding managing my anger, there are several techniques I employ:
- Breath deeply - taking a few deep breaths calms me and makes me feel stronger mentally and physically. Once I have taken a breath, I am able to look at the situation more logically.
- Count to ten - OK, I know. You have heard this one before. Why? Because it works. Stopping and counting to ten before you react or speak really works. Try it.
- Take a break - In an emotional situation, sometimes it is better (if possible) to leave the room, take a walk or change your environment. Then when you return to the situation, you will be more mentally prepared to solve it.
- Look for the best resolution - Guess what? Life is not fair. Sometimes we are placed in difficult situations. When angry about a situation, try to look for a positive angle. At least ask yourself, "Is how I am reacting or what I am saying going to help solve the problem?" If the answer is "no," try to find a more positive way to express your feelings.
- Coach yourself - When you take that deep breath say to yourself, "Relax, calm down, take it easy. Repeat it mentally (or aloud, if needed) until it starts to work.
- Use imagery - This is another one you have probably heard before. Visualize a calm and pleasant place when anger threatens to take control. Think of a song you like in your head. Just thinking about another topic than the one that brought on the heat can make a difference.
- Use cognitive restructuring - this is changing the way we think. Angry people may say things like “this is awful” or “it’s terrible.” Change these statements to “this is frustrating and it’s understandable that I’m upset but it’s not the end of the world and getting angry won’t fix it anyway.” Note, it is understandable that you are upset, so don't berate yourself for the natural emotion. Also, I find if I change words like “always” and “never” to "sometimes" (Change, for example, "You never complete your share of the work" to "I was disappointed that you did not complete this project"). This allows you to avoid placing blame.
- Exercise or stretch - doing non-strenuous exercise like yoga, or even taking my dogs for a walk helps me clear my head and manage my response to anger.
In order to do this effectively, I have to acknowledge my anger, accept that problems can be solved, try to look at the situation from the other person's perspective and hold a two-way conversation with the individual involved (if another person triggered my anger).
How do I hold that productive conversation? First, I need to listen before I talk. This is really a great communication skill in general. Second, I need to say what I mean (without malice). Finally, I have to choose constructive behaviors. That's right. My reaction to my anger is my choice, my responsibility. Some things to facilitate this constructive discussion include:
- Avoid shoulds - such as, “he should fill-in-the-blank". The only reasonable thing to fill in there is “read my mind." Most people can't read minds. Instead, I try to ask myself, "Did I clearly communicate what I wanted?"
- Try not to place blame - This thinking error goes like this “She MADE me feel this way- SHE did it to me."
- Avoid assumptions- Try not to assume a motive or misread a look, a glance or a silence. Instead, check it out directly by asking the person his/her meaning.
- Use "I" statements - This is another great communication strategy. What is the difference in the response you would get to saying, "I was disappointed that you did not get that work completed on time - what can we do to ensure it get done next time?" and "You are lazy and never get anything done on time"? Will the person react differently?
Friday, February 1, 2008
Time Management: Now's the Time
This week, I had the pleasure of co-facilitating a time management class for a large group of individuals. It was a great group of people eager to learn and practice new and innovative tips to manage time. And although there are some cutting edge new tools to help with organizing time (blackberries, electronic reminders, software, digital assistants), there still is no possible way, no matter how much we want it, to manage time. After all, five minutes is five minutes, and will never be six, no matter what you do. What we all need to learn and practice is not the ability to manage time, but to manage how we use the time available.
I have compiled my favorite top ten list of methods to help us utilize our time more efficiently. Just like the old adage, "it takes money to make money," the same principle applies - "it takes some time to plan your time." Try a few of these methods and see which ones work for you. Everyone has a different style and not everything will work for everyone. Feel free to add your own time saving techniques in the comments.
1. Track Your Time - In order to plan a clear budget so you do not waste your money and you have some left to purchase things you enjoy, you have to know where your money goes. Where do you spend the most? On food? Rent? Similarly, in order to plan your time so you can have some left for quality events, you have to keep track of where you spend it. Do you work on projects? Talk to customers? Gossip with co-workers? Watch TV? Where does all that time go? I recommend tracking your time for a week. Once you know where you are spending it, you can cut your minutes of less critical tasks and create a plan to spend more wisely.
2. Know Your Clock - Each person has an internal clock that runs on high and low energy cycles. Do you have a co-worker that bubbles in early in the morning full of energy and enthusiam? Have you ever received emails written by someone at midnight? Each person has times during the day of low and high energy. Identify your highest energy points and plan your most important and challenging tasks during your peaks. Tasks that need to be done but take less effort will be easier to accomplish in those low energy blocks.
3. Have a System - There are many systems out there - Covey planner, Outlook calendar, large desk calendar, palm pilot, Blackberry, tickler files. . . You may have to try several before you find the one that works. But your system should track your daily, weekly and monthly activities and responsibilities. When you know where you are going, you have a better chance of getting there.
4. Pre-plan - At some point during your day, plan your most immediate tasks. I like to spend 10 to 15 minutes each evening planning what I will accomplish the next day. I know what is reasonable, because I already have tracked my time and how long it takes, on average, to complete my projects and sustaining responsibilities. I make the list and then prioritize it. First are the things that "must get done." Next are the things that would be "nice to get done." This way, if I don't finish everything on the list, I move the "nice to do's" to the next day's list. Why do I do it the night before? It enables my subconscious to ferment on creative projects I may have to complete. However, this is not a rule of thumb. I know many people who plan each morning for their current day or plan a whole week in advance. Figure out what works.
5. Pad Your Plan - I always get the question, "What about the emergencies and interruptions? They can throw off my whole day." True. Sometimes you just can't do anything about urgent interruptions. Hopefully, if you have planned well and worked on projects without procrastination, these emergencies won't be too catastrophic. Also, try to plan a little extra time into the day for minor interruptions. If you have ever tried to plan a vacation using the exact costs of the travel, without leaving room in the budget for that extra souvenier that you just "have to have," you know what I mean. If you end up with fewer interruptions than anticipated, yes! That's bonus time to work on those "nice to do's."
6. Decrease Interruptions - Although you can not completely eliminate interruptions from your day, you can reduce them (the average American gets 50 to 60 interruptions per day at work!)
If possible, block "work hours" into your day when you close your door or don't answer the telephone. Turn off your email alert! Email is the number one time waster at work. Schedule several times per day to check and respond to emails (depending on your position). Use voicemail at times (but don't overuse it- this can cost you more time returning calls). Physically rearrange your work area. Can you move your desk so you don't face the door or turn away from that chatty co-worker? Stand. When you see a long-winded individual headed your way, stand up. This encourages shorter interactions. Finally, don't interrupt yourself. Try to eliminate those things that you know distract you.
7. Clean Up Your Act - Organize everything. This should include your work space and at home. I know several people who work with piles and piles of papers on their desk and swear emphatically that they "know where everything is." If this is true, can you imagine how efficient they would be if all the papers were organized and they only had one thing on their desks at a time? They would be incredibly efficient! If it takes you more than 20 seconds to find something in paper or electronic form, it's taking you too long! Clear off your desk, use an in and out box (as needed) and place your needed items like pens, tape and stapler in the top desk drawer (yes that's right, less clutter). Then tackle the garage. The less cluttered your world, the easier it will be to organize your thoughts, your belongings and your time.
8. Just Say No - Some of us have the tendency to want to say "yes" to every request that comes our way. Ask yourself, "do you really HAVE to say yes?" Many times it is our ego that tells us we need to consent - after all we are indispensible, right? Can you decline politely? I learned the hard way that sometimes I just have to say, "no." There are some tasks to which "no" is not an option. In this case, is it possible to ask the person needing your help if the project needs to be done right away or if it can wait a day or a week? Also, saying "no" to a boss really isn't an option, however, you can ask him or her to help you prioritize your current tasks, including the new one, so you know how to best schedule your time.
9. Delegate - Ask yourself, "Is there someone who can do this? Can I teach someone else? Am I the only one who can do it? Will teaching someone else help the person grow? Will teaching someone help the organization?" Although delegation is not an option all the time, it is often beneficial. Identify those occassions when delegating is in the best interests of you, your team and your organization. Investing some time in teaching the task now, may save you a great deal of time in the future. Always remember that the item you are delegating needs to fit into someone else's schedule and plan to give the person support, provide feedback and follow up when the task is complete.
10. Prioritize "You" Time - Always remember to build time for yourself into your schedule. Amid the work tasks and family responsibilities, we often forget to spend some time recharging our own energy. Do you have a hobby? Do you like to read? When was the last time you took a vacation? Studies show that people who allow some time for themselves (even if it is simply taking a lunch) are more effective and creative in their tasks.
Finally, don't forget to be flexible. Organizing is great and planning will help you reduce your stress and be more productive. However, if you overplan or do not understand that sometimes our best plans just don't work out, you may cause even more stress. Hope you enjoyed my favorite tips. I welcome yours too (if you have time).
I have compiled my favorite top ten list of methods to help us utilize our time more efficiently. Just like the old adage, "it takes money to make money," the same principle applies - "it takes some time to plan your time." Try a few of these methods and see which ones work for you. Everyone has a different style and not everything will work for everyone. Feel free to add your own time saving techniques in the comments.
1. Track Your Time - In order to plan a clear budget so you do not waste your money and you have some left to purchase things you enjoy, you have to know where your money goes. Where do you spend the most? On food? Rent? Similarly, in order to plan your time so you can have some left for quality events, you have to keep track of where you spend it. Do you work on projects? Talk to customers? Gossip with co-workers? Watch TV? Where does all that time go? I recommend tracking your time for a week. Once you know where you are spending it, you can cut your minutes of less critical tasks and create a plan to spend more wisely.
2. Know Your Clock - Each person has an internal clock that runs on high and low energy cycles. Do you have a co-worker that bubbles in early in the morning full of energy and enthusiam? Have you ever received emails written by someone at midnight? Each person has times during the day of low and high energy. Identify your highest energy points and plan your most important and challenging tasks during your peaks. Tasks that need to be done but take less effort will be easier to accomplish in those low energy blocks.
3. Have a System - There are many systems out there - Covey planner, Outlook calendar, large desk calendar, palm pilot, Blackberry, tickler files. . . You may have to try several before you find the one that works. But your system should track your daily, weekly and monthly activities and responsibilities. When you know where you are going, you have a better chance of getting there.
4. Pre-plan - At some point during your day, plan your most immediate tasks. I like to spend 10 to 15 minutes each evening planning what I will accomplish the next day. I know what is reasonable, because I already have tracked my time and how long it takes, on average, to complete my projects and sustaining responsibilities. I make the list and then prioritize it. First are the things that "must get done." Next are the things that would be "nice to get done." This way, if I don't finish everything on the list, I move the "nice to do's" to the next day's list. Why do I do it the night before? It enables my subconscious to ferment on creative projects I may have to complete. However, this is not a rule of thumb. I know many people who plan each morning for their current day or plan a whole week in advance. Figure out what works.
5. Pad Your Plan - I always get the question, "What about the emergencies and interruptions? They can throw off my whole day." True. Sometimes you just can't do anything about urgent interruptions. Hopefully, if you have planned well and worked on projects without procrastination, these emergencies won't be too catastrophic. Also, try to plan a little extra time into the day for minor interruptions. If you have ever tried to plan a vacation using the exact costs of the travel, without leaving room in the budget for that extra souvenier that you just "have to have," you know what I mean. If you end up with fewer interruptions than anticipated, yes! That's bonus time to work on those "nice to do's."
6. Decrease Interruptions - Although you can not completely eliminate interruptions from your day, you can reduce them (the average American gets 50 to 60 interruptions per day at work!)
If possible, block "work hours" into your day when you close your door or don't answer the telephone. Turn off your email alert! Email is the number one time waster at work. Schedule several times per day to check and respond to emails (depending on your position). Use voicemail at times (but don't overuse it- this can cost you more time returning calls). Physically rearrange your work area. Can you move your desk so you don't face the door or turn away from that chatty co-worker? Stand. When you see a long-winded individual headed your way, stand up. This encourages shorter interactions. Finally, don't interrupt yourself. Try to eliminate those things that you know distract you.
7. Clean Up Your Act - Organize everything. This should include your work space and at home. I know several people who work with piles and piles of papers on their desk and swear emphatically that they "know where everything is." If this is true, can you imagine how efficient they would be if all the papers were organized and they only had one thing on their desks at a time? They would be incredibly efficient! If it takes you more than 20 seconds to find something in paper or electronic form, it's taking you too long! Clear off your desk, use an in and out box (as needed) and place your needed items like pens, tape and stapler in the top desk drawer (yes that's right, less clutter). Then tackle the garage. The less cluttered your world, the easier it will be to organize your thoughts, your belongings and your time.
8. Just Say No - Some of us have the tendency to want to say "yes" to every request that comes our way. Ask yourself, "do you really HAVE to say yes?" Many times it is our ego that tells us we need to consent - after all we are indispensible, right? Can you decline politely? I learned the hard way that sometimes I just have to say, "no." There are some tasks to which "no" is not an option. In this case, is it possible to ask the person needing your help if the project needs to be done right away or if it can wait a day or a week? Also, saying "no" to a boss really isn't an option, however, you can ask him or her to help you prioritize your current tasks, including the new one, so you know how to best schedule your time.
9. Delegate - Ask yourself, "Is there someone who can do this? Can I teach someone else? Am I the only one who can do it? Will teaching someone else help the person grow? Will teaching someone help the organization?" Although delegation is not an option all the time, it is often beneficial. Identify those occassions when delegating is in the best interests of you, your team and your organization. Investing some time in teaching the task now, may save you a great deal of time in the future. Always remember that the item you are delegating needs to fit into someone else's schedule and plan to give the person support, provide feedback and follow up when the task is complete.
10. Prioritize "You" Time - Always remember to build time for yourself into your schedule. Amid the work tasks and family responsibilities, we often forget to spend some time recharging our own energy. Do you have a hobby? Do you like to read? When was the last time you took a vacation? Studies show that people who allow some time for themselves (even if it is simply taking a lunch) are more effective and creative in their tasks.
Finally, don't forget to be flexible. Organizing is great and planning will help you reduce your stress and be more productive. However, if you overplan or do not understand that sometimes our best plans just don't work out, you may cause even more stress. Hope you enjoyed my favorite tips. I welcome yours too (if you have time).
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